Permissions needed for common tasks

To access the K2 Management site you need K2 Server Admin rights. With Admin rights, you see all nodes within K2 Management.

To set this in K2 Management, go to the Workflow Server node, then select the Server Rights node and assign Admin rights to the user.

For information, see Server Rights.

To access K2 Management you need Process Admin rights. Process Admin gives you a restricted view of management for the processes that you are an admin for. Once you deploy a workflow you become the process admin of the workflow which will give you access to management.

For information, see Process Details > Rights .

By default, all users see their Workspace and custom Workspaces.

For information, see K2 Workspace.

To access K2 Designer you need Designer View rights. To set this in K2 Management, go to the Designer node and assign View rights to the user.

For information, see Designer.

To access K2 Workflow Designer you need K2 Designer rights. To set this in K2 Management, go to the Designer node, and then assign View rights to the user, group or role.

For information, see K2 Designer and KB002722 - K2 Designer Rights Changes in Behavior.

To create, edit, or save a workflow, you need K2 Designer rights. To set this in K2 Management, go to the Designer node, and then assign View rights to the user.

For information, see K2 Designer.

To deploy a workflow, you need Export rights. To set this in K2 Management, go to the Workflow Server node, and then Server Rights, and assign Export rights to the user.

For information, see Server Rights.

To install an app from the App Catalog, you need Export rights. To set this in K2 Management, go to the Workflow Server node, and then Server Rights, and assign Export rights to the user.

For information, see Server Rights.

You also need to be a member of the Package and Deployment role. To set this in K2 Management, go to the Users node, and then Roles, and select Package and Deployment. Click Edit and add a user to the role

To access the App Administration page you need to be added to the Administrators list by your system administrator. From the App page, select the Admin option in the Build section. Then select the Security area and add the user name to the Administrators List.

For information, see Administer Apps.

To run reports from K2 Management or Workspace, you need View or View Participate rights. To set this in K2 Management, go to the Workflow Server node, and then Workflows and then find and select the workflow. Click Rights and then assign View or View Participate rights to the user.

For information on how to run reports, see K2 Management - Reports and from Workspace, see Workspace - Reports.

To package and deploy K2 solutions you need Export rights. To set this in K2 Management, go to the Workflow Server node, and then Server Rights, and assign Export rights to the user.

For information, see Package and Deploy Considerations.

To package and deploy K2 solutions you need to be a member of the Package and Deployment role. To set this in K2 Management, go to the Users node, and then Roles, and select Package and Deployment. Click Edit and add a user to the role.

For information, see Authorization Framework Overview.

For more information on Package and Deployment permissions, see the Package and Deploy Considerations topic.

To package and deploy K2 Solutions you need View right to all K2 objects. The Package and Deployment role grants its members global view rights, however, membership in this role does not override any Deny rights. If you have View rights denied to any item in the category system, you are prompted to update permissions to View the item or items.

To set this in K2 Management, go to Categories and select the K2 object. In the Security section, add the user and set View rights to Allow. This ensures that when dependencies are checked, Package and Deployment knows whether items exist (and need to be updated) or do not exist (need to be created).

For information, see the K2 Objects section in the Authorization Framework Overview topic.

To grant rights you need to be a member of the Security Administrators role. To set this in K2 Management, go to the Users node, and then Roles, and select Security Administrators. Click Edit and add a user to the role. If you are a member of the security administrator role you can grant rights to any object in the system and you have security rights to individual objects. This means you can edit security for those objects. When you create an object in the system you are automatically granted security rights to that object so that you can administrate it without needing a security admin to help you.

For information, see the Roles section in the Authorization Framework Overview topic.

To modify and delete custom roles you need Modify and Delete rights. To set this in K2 Management, go to the Users node, and then Roles, and select the role. Click the Security button and add a user to the role.

Security Administrators have Security rights by default for all legacy and new custom roles (except system roles). Users that create their own roles are automatically granted Security rights on those roles.

For information, see the Roles section in the Authorization Framework Overview topic.

No error message shows. If you do not have security rights to a role, the Security button is disabled.

If you decide to deny Modify and Delete rights to someone's role the following messages show:

• User was not granted permissions to modify the role. "K2:[domain]\[username] cannot perform Modify on custom role."
  
• User was not granted permission to delete the role. "K2:[domain]\[username] cannot perform Delete on custom role."
  

To browse to K2 objects using the category tree in K2 Designer or K2 Management, you need View rights. To set this in K2 Management, go to the Categories node and select the K2 object. In the Security section add the user and set the View rights to Allow.

For information, see the K2 Objects section in the Authorization Framework Overview topic.

To open and run forms, you need Execute rights. To set this right, launch the K2 Management Site, go to the Categories node and select the form. In the Security, section add the user or group and set the Execute rights to Allow.

To see the Detailed Error Message Details, you must edit the <add name="ExtendedExceptionDetail" value="false"/> to true in the K2 SmartForms Runtime Web.config file. The Web.config is found in the following location: [Drive]:\Program Files (x86)\K2\K2 smartforms Runtime.

For information, see the K2 Objects section of in the Authorization Framework Overview topic.

To open and run views (and forms that contain that view), you need Execute rights. To set this right, launch the K2 Management Site, go to the Categories node and select the view. In the Security, section add the user or group and set the Execute rights to Allow.

To see the Detailed Error Message Details, you must edit the <add name="ExtendedExceptionDetail" value="false"/> to true in the K2 SmartForms Runtime Web.config file. The Web.config is found in the following path: [Drive]:\Program Files (x86)\K2\K2 smartforms Runtime.

For information, see the K2 Objects section in the Authorization Framework Overview topic.

• "Form [name] could not be found. Ensure that the form exists, that it is checked in and that you are authorized to run the form and its views."
  
• "View [name] could not be found. Ensure that the view exists, that it is checked in and that you are authorized to run the view."
  

To add, register, and deploy the K2 for SharePoint App you need the following permissions:

• Global Admin (also known as the Tenant Admin)
• Site Collection Admin for the App Catalog site

• SharePoint Online Administrator or Site Collection Administrator for each site collection where the app is deployed to

To add a K2 web part in SharePoint you need the following permissions:

• App Catalog: Read

• SharePoint site: Edit Permission level and Add and Customize Pages

To create and deploy applications you need to configure the following:

K2 Permissions: Assign K2 Designer Edit rights in K2 Management site > Designer.

SharePoint Permissions:

• App Catalog: Read
• SharePoint site: Edit

To Start and View a workflow you need to configure the following:

In K2 Management, go to the Workflow Server node, and then Workflow, and select the workflow. Select Rights and assign Start and View rights to the user.

In SharePoint:

• App Catalog: Read

• SharePoint site: Read
• SharePoint site: K2 Solution Participants (Legacy)
• Group: Read

• SharePoint lists and libraries: Read and Edit permissions for users as required by the functions performed by the application on the SharePoint Lists and Libraries

To share K2 applications with external users you need to configure the following SharePoint permissions:

• Permission based on Site Collection Group membership
• Global Admin required to enable sharing on the App Catalog

To administer K2 for SharePoint app you need to configure the following:

K2 Permissions: Admin

SharePoint Permissions: Global Admin

No error message shows.

You will only see the following on Site Collection level:

The read data from Azure Active Directory, the Global Tenant administrator needs to grant Read permission when configuring the app.

To write data to Azure Active Directory, the Global Tenant administrator needs to grant Write permission to the K2 for AAD Management app.

For information, see KB002052 - How to Reconsent to the K2 for Office 365 app for Minimum AAD Permissions